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Understanding Flex Pass Versus Timed Events

It’s important to note that Flex Passes and timed (general admission or reserved seating) events are configured differently:

  • Flex Passes are designed for entry without specific times or dates. They allow multiple scans (for example, day passes or season passes) and include settings such as validity dates, expiration periods relative to purchase, and optional selfie photo requirements.
  • Timed events are tied to specific dates and times. They include start/end times for when events begin.

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Real World Examples

Flex Pass:
SimpleTix farms wants to sell two types of tickets — one valid for all weekdays in October and another valid for all weekends and holidays in October (including Columbus Day and Halloween). This means a customer buys one ticket and can attend at their convenience. If a day is rained out, there’s no need for rescheduling or a rain check; the customer can simply attend on the next available day.

General Admission with Multiple Event Times:
SimpleTix Ice Rink wants to sell tickets for skate sessions but must ensure that no more than 100 people are on the ice at a given time. This method offers precise capacity control and smooth customer flow. If a day gets rained out, the event cancellation and rescheduling feature allows SimpleTix Ice Rink to move customers to another time — or let them choose their preferred time.

Below are step-by-step instructions for creating a Flex Pass event and updating Flex Pass ticket settings.

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Creating a Flex Pass Event

  1. Log in and start event creation:

  2. Enter event information:

    • Provide your Event Name.
    • Do not select online (webinar) or in-person.
    • Select a venue:
      • If an existing venue is available, choose it.
      • Otherwise, click New Venue to add one.
    • Choose your Event Type, Event Category, and Sub-Category.
    • Add an event image (suggested size: 750px by 472px) and a detailed event description.

  3. Select Flex Pass (No Set Event Time) on the subsequent page.

  4. Enter your ticket name and price. Click Settings to explore advanced ticket settings.

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Flex Pass Ticket Settings

  • Click Settings next to your Flex Pass ticket to configure:
    • Ticket Name, Pricing, and Description: Displayed at checkout.
    • Ticket Note: Shown on the PDF, E-ticket, and Apple Wallet ticket.
    • Ticket Buyer: Options include “attendees and staff,” “attendees only,” or “staff only.”
    • Min/Max Tickets Per Order: Set the minimum and maximum number of tickets allowed per order.
    • Fee Handling: Choose to:
      • Absorb the fee (deducted from your purchase price),
      • Pass on SimpleTix Fees along with an estimated payment processor fee to the customer (fees added as service fees at checkout), or
      • Charge a custom fee.
    • Ticket Sales Start / End: Specify when ticket sales should begin and end (default: Immediately and Never, respectively).
    • Expiration Constraints: Set a validity period (for example, have the Flex Pass expire a specified number of months after purchase).
    • Number of Scans: Determine if a ticket can be scanned only once or multiple times; if multiple, set the maximum number of scans and whether multiple scans are allowed on a single day.
    • Validity: Define when the ticket can and cannot be used by selecting exact dates, specific days of the week (e.g., Weekday, Weekend, Tuesday Tickets), etc.
    • Selfie Requirement: Enforce a “selfie photo” policy to help prevent pass sharing. Ensure that the event settings have enabled “Ask the Buyer To Upload Their Profile Photo” before activating this option.

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Updating Flex Pass Ticket Settings

  1. Access Manager Portal

    • Log in to Manager Portal
    • In the dashboard, select the Events section.

  2. Select the Event

    • Locate your Flex Pass event and click to open it.
    • Note: If you mistakenly created a Flex Pass when you intended a timed entry, it is best to delete the event and recreate it as the correct type (General Admission or Reserved Seating).

  3. Click Ticket Settings on the left-hand rail.

  4. Edit the Flex Pass ticket(s) you wish to modify.

  5. Click Save.